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UC-NRLF 


717 


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LIBRARY  HANDBOOK  No.  10 

MANUAL  FOR   INSTITUTION 
LIBRARIES 


COMPILED  BY 

CARRIE  E.  SCOTT 

Ats't  State  Organizer,  Public  Library  Commission  of  Indiana 
ASSISTED  BY 

The  American  Library  Association  Committee  on  Library  Work 
in  Hospitals  and  in  Charitable  and  Correctional  Institutions 


Am*riratt  Ctbrarg  A0a0riatt0« 
CHICAGO 
1916 


LIBRARY  HANDBOOK  No.  10 

MANUAL  FOR  INSTITUTION 
LIBRARIES 


COMPILED  BY 

CARRIE  E.  SCOTT 

Att't  State  Organizer,  Public  Library  Commission  of  Indiana 
ASSISTED  BY 

The  American  Library  Association  Committee  on  Library  Work 
in  Hospitals  and  in  Charitable  and  Correctional  Institutions 


Utbrarg 


CHICAGO 
1916 


COMMITTEE    ON    LIBRARY   WORK   IN    HOS- 
PITALS AND  CHARITABLE  AND  COR- 
RECTIONAL INSTITUTIONS 

MIRIAM  E.  CAREY,  Supervisor  of  Institution  Libraries,  Minne- 
sota State  Board  of  Control,  St.  Paul. 

JULIA  A.  ROBINSON,  Secretary  Iowa  Library  Commission,  Des 
Moines. 

E.  KATHLEEN  JONES,  Librarian  McLean  Hospital,  Waverley, 
Mass. 

FLORENCE    R.    CURTIS,    Instructor    University    of    Illinois 
Library  School,  Urbana. 

NELLIE  WILLIAMS.  Librarian  for  State  Institutions,  Public 
Library  Commission,  Lincoln,  Neb. 

MARY  E.  EASTWOOD,  Chief  Book  Selection  Section,  New  York 
State  Library,  Albany. 

CARRIE  E.  SCOTT,  Assistant  State  ^rj^rilzer,  Public  Library 
Commission^  of*  Indian^  .Indianapolis^ 


INTRODUCTION 

The  library  in  a  state  institution  is  confronted  by  a 
threefold  problem.  It  is  concerned  with  getting  suitable 
books,  finding  and  equipping  a  place  to  keep  them,  and 
carrying  on  the  library  so  as  to  make  it  effective. 

It  is  not  very  difficult  to  get  a  collection  of  books  for  an 
institution,  but  it  is  often  a  hard  matter  to  find  a  suitable 
room  for  library  purposes.  Moreover,  it  is  not  enough 
to  have  the  room  and  the  books,  there  must  be  a  person 
to  act  as  librarian. 

Notwithstanding  these  obstacles,  there  are  a  number 
of  institutions  in  the  United  States  that  have  succeeded 
in  getting  all  three  of  these  requisites  and  their  expe- 
rience is  unanimous  on  two  points.  First,  they  are 
agreed  that  there  should  be  a  central  library  from  which 
books  could  be  issued  singly  or  in  quantities  and  to  which 
the  inmates  could  go  in  person  without  disturbing  the 
routine  of  the  place.  Second,  they  believe  that  the  library 
must  be  recognized  as  a  distinct  department  and  have  a 
suitable  officer  in  charge  who  will  devote  at  least  half 
his  time  to  its  management. 

The  questions  which  must  be  answered  by  an  institu- 
tion librarian  may  be  grouped  as  follows: 

1.  What  books  shall  I  select? 

2.  How  shall  I  arrange  them? 

3.  How  shall  I  keep  track  of  them? 

4.  How  shall  I  get  them  to  the  readers? 

5.  How  shall  I  keep  them   in  good  condition? 

The  Manual  which  is  herewith  presented  aims  to  pro- 
vide a  guide  for  librarians  in  hospitals,  prisons,  reforma- 
tories, schools  for  the  deaf,  blind,  feeble-minded,  and  chil- 
dren who  are  wards  of  the  state. 

Under  the  headings  of  Book  selection,  Classification  and 
Shelf  arrangement,  Records,  Circulation,  Mending  and  Bind- 


349089 


ing,  this  Manual  will  present  the  standard  methods  of  li- 
brary service  adapted  to  conditions  in  institutions. 

Standard  methods  are  those  which  have  been  in  use  in 
the  majority  of  libraries  long  enough  to  have  been  tried 
out  and  found  worth  while.  These  methods  have  been 
expressed  in  printed  form  under  the  auspices  of  the  Ameri- 
can Library  Association  and  the  U.  S.  Department  of 
Education.  They  are  therefore  available  for  study  to  all 
who  are  investigating  these  matters. 


MANUAL  FOR  INSTITUTION  LIBRARIES 

BOOK    SELECTION 

Who  shall  select  the  books? — The  most  competent  per- 
son in  the  institution  by  reason  of  education,  training 
and  wide  reading  should  select  the  books  for  the  library. 
These  qualities  should  be  united  in  the  librarian,  but  if 
they  are  not,  and  the  librarian  neither  knows  nor  loves 
books,  the  state  library  commission  or  library  supervisor 
should  be  consulted.  Failing  these,  advice  should  be  asked 
from  the  nearest  large  public  library. 

Helps  In  selection — As  book  selection  for  institution  li- 
braries should  be  based  on  the  class  of  inmates  and  the 
functions  of  the  institution  there  are  no  lists  which  fur- 
nish authoritative  guidance. 

The  following  are  the  lists  used  by  public  libraries. 
These  may  serve  as  a  basis  for  selection,  but  the  books 
must  be  thoroughly  examined,  read  and  criticized  from 
the  standpoint  of  each  institution  before  they  are  finally 
accepted: 

Best  books,  published  annually  by  New  York  State  Li- 
brary, Albany.  10  cents. 

A.  L.  A.  Booklist,  published  by  the  American  Library 
Association,  78  East  Washington  Street,  Chicago.  10  nos. 
a  year.  $1.00. 

Wisconsin  Bulletin.  Monthly,  published  by  Wisconsin 
Free  Library  Commission,  Madison.  Per  year,  $1.00. 

New  Jersey  Bulletin,  published  by  New  Jersey  Library 
Commission,  Trenton.  Free. 

The  above  lists  are  for  books  recently  published.  When 
standard  books  are  wanted  the  two  catalogs  published 
by  the  American  Library  Association  in  1904  and  1911  are 
the  best  guides  as  to  editions  and  prices. 


6  MANUAL  FOR  INSTITUTION  LIBRARIES 

The  American  Library  Association  also  publishes  several 
lists  of  books  in  foreign  languages  and  A.  thousand  books 
for  the  hospital  library,  each  at  25  cents. 

The  New  York  State  library,  Albany,  has  issued  this 
year  a  List  of  books  for  prison  libraries,  part  I,  compiled 
by  the  book  selection  section  of  the  New  York  State  Li- 
brary. It  contains  a  list  of  five  hundred  good  stories,  also 
a  list  of  stories  of  special  interest  to  women.  10  cents. 

How  often  should  books  be  bought? — Books  should  be 
bought  at  least  annually,  but  as  new  books  are  the  best 
stimulus  of  interest,  the  more  frequent  the  purchase  the 
better.  As  most  institutions  have  their  own  printeries  it 
is  not  difficult  to  keep  a  printed  catalog  up-to-date  or  to 
provide  lists  of  new  books  for  distribution  when  there  is 
no  catalogue. 

BOOK   FUND 

Unless  there  is  a  definite  appropriation  for  books  set 
aside  when  the  other  institution  departments  are  pro- 
vided for,  the  library  has  great  difficulty  in  getting  funds 
for  upkeep  and  progress.  Once  a  library  has  "run  down" 
it  is  a  serious  matter  to  bring  it  back  to  par.  There  is 
such  constant  use  of  every  institution  library  that  the 
ordinary  wear-and-tear  of  service  will  reduce  the  quota  of 
sound  and  perfect  books  so  greatly  that  it  is  always  neces- 
sary to  have  funds  in  order  to  prevent  deterioration. 

The  annual  appropriation  should  be  sufficient  to  main- 
tain the  library  on  a  par  with  the  other  departments  of 
the  institution.  Whatever  the  fund  is,  it  will  never  be 
too  large  for  all  possible  needs. 

Every  institution  should  aim  to  have  a  working  library 
of  at  least  1000  volumes,  and  its  ultimate  size  should  be 
governed  by  the  character  of  the  institution — whether  the 
population  changes  rapidly  or  not,  whether  the  majority 
of  the  inmates  are  well-educated  or  illiterate,  the  propor- 
tion of  foreigners  not  reading  English,  and  the  amount 
of  space  available  for  library  purposes. 

Once  the  stock  on  hand  is  adequate,  the  annual  ex- 
penditure of  $250  for  books,  binding  and  periodicals  is  ade- 
quate in  most  institutions.  "Get  all  you  can,"  however,  is 


MANUAL  FOR  INSTITUTION  LIBRARIES  7 

the  advice  offered  by  some  authorities.  One  prison  in  the 
west  with  a  population  of  500,  spends  $500  for  books  and 
magazines. 

The  size  of  the  institution  is  not  the  governing  factor. 
You  want  as  good  a  library  for  50  inmates  as  for  500. 
You  want  a  better  class  of  books  for  the  educated  than  the 
Illiterate. 

EDITIONS 

As  an  institution  library  is  for  use,  the  editions  pur- 
chased should  be  serviceable.  Good  paper,  print  and 
illustrations  are  necessary  for  use,  but  as  a  rule  the  inex- 
pensive editions  are  most  satisfactory  because  they  can 
be  destroyed  when  soiled  and  replaced  by  clean  copies. 
This  is  more  sanitary  than  rebinding  and  is  not  much 
more  expensive. 

NON-FICTION 

The  first  purchase  for  every  institution  library  should 
include  some  reference  books,  such  as  a  dictionary,  an 
atlas  or  gazetteer,  and  an  encyclopaedia.  The  great  divi- 
sions of  literature  should  all  be  represented,  the  propor- 
tion of  each  to  be  governed  by  the  character  and  purpose 
of  the  institution. 

FICTION 

Libraries  in  hospitals,  being  chiefly  recreational,  should 
have  a  large  proportion  of  fiction,  probably  75  per  cent. 
The  first  requisite  is  that  the  books  shall  be  interesting, 
attractive,  and  easily  read.  Literary  quality  is  of  minor 
importance. 

Fiction  for  prisons  and  reform  schools  should  be  cen- 
sored carefully.  Nothing  should  be  accepted  which  rep- 
resents vice  attractively,  contains  sensual  suggestions,  or 
deals  with  crime  and  punishment. 

A  prisoner  has  a  right  to  an  environment  which  will 
give  him  a  chance  to  improve.  The  exceptional  man 
among  the  convicts  is  the  one  whose  needs  should  govern 
the  selection  of  books  for  the  library.  Students  among  the 


8  MANUAL  FOR  INSTITUTION  LIBRARIES 

men  may  well  be  consulted  every  time  books  are  bought, 
that  such  men  may  always  find  at  hand  the  books  they 
need.  It  is  not  unusual  for  convicts  to  take  correspond- 
ence courses.  A  prison  which  is  so  poorly  equipped  that 
the  students  within  the  walls  are  obliged  to  buy  with  their 
own  funds  the  books  they  need  has  no  reason  to  be  proud 
of  its  system. 

Let  the  prison  library  not  only  meet  the  recognized 
needs  of  the  men,  but  inspire  them  to  further  efforts.  The 
reading  habit  once  firmly  fixed  is  one  of  the  best  safe- 
guards for  any  man. 

CHILDREN'S    BOOKS 

Children  in  institutions  should  have  the  same  sort  of 
books  that  other  children  enjoy  elsewhere,  such  as  fairy 
tales,  picture  books,  stories  and  other  works  adapted  to 
children.  No  effort  should  be  spared  to  cultivate  a  taste 
for  good  books  and  familiarity  with  library  customs. 

If  expensive  books  are  bought  anywhere,  let  it  be  in 
the  children's  libraries.  There  is  more  than  mere  amuse- 
ment in  a  beautiful  book. 

ADMINISTRATION 

The  librarian — No  library  will  run  itself.  It  is  neces- 
sary to  have  an  organized  staff  for  this  purpose.  The  most 
competent  person  for  the  position  may  be  too  much  oc- 
cupied to  do  more  than  manage  the  department,  but  even 
so  it  is  better  to  have  the  enthusiastic  interest  of  the  right 
sort  of  director  than  the  full  time  of  someone  without 
qualifications  for  the  work.  It  is  not  possible  to  get  full 
value  from  a  library  without  a  librarian  definitely  ap- 
pointed to  the  work  and  held  responsible  for  it.  Every 
institution  roster  should  specify  some  officer  as  librarian. 
Technical  training  is  very  desirable  but  not  as  essential  as 
familiarity  with  books  and  an  appreciation  of  their  value. 

Some  institutions  combine  the  positions  of  secretary  and 
librarian;  others  teacher  and  librarian.  These  are  usually 


MANUAL  FOR  INSTITUTION  LIBRARIES  9 

satisfactory  as  both  positions  require  education.  To  com- 
bine the  operation  of  the  telephone  or  the  management  of 
a  cellhouse,  or  attendance  on  a  hospital  ward  with  li- 
brary service  is  not  so  sure  of  good  results. 

Teachers  make  excellent  librarians  in  schools.  They 
should  be  recognized  as  librarians  and  be  allowed  at 
least  half  time  for  this  department.  As  the  library  grows 
it  will  require  more  and  more  of  the  librarian's  time  to 
keep  up  the  mere  mechanical  part  of  the  work.  This  is 
seldom  thought  of  and  more  than  one  faithful  teacher- 
librarian  has  sacrificed  most  of  his  leisure  time,  feeling 
helpless  to  explain  the  actual  conditions. 

In  order  to  conserve  the  librarian's  strength  and  enthu- 
siasm, he  should  have  a  staff  of  assistants  which  he  should 
train  to  carry  on  the  daily  routine  of  the  library,  such  as 
charging  and  discharging  books,  returning  them  to  the 
shelves,  keeping  the  shelves  in  order,  mending  the  books. 
It  should  be  remembered  that  all  handling  of  books  is 
more  or  less  educative.  To  work  in  a  library  is  a  good 
thing  for  any  pupil.  He  might  be  allowed  credit  for  it 
but  should  not  be  paid  in  money.  If  the  librarian-teacher 
has  a  staff  of  this  character,  there  will  always  be  some- 
one in  the  school  who  has  had  enough  training  to  keep  the 
library  running  during  a  temporary  absence  of  the  chief. 

Technical  training — Why  should  an  institution  librarian 
be  trained? 

Because  he  needs  to  know  what  the  best  standards  are 
in  order  to  discriminate  between  suitable  and  unfit  books 
for  each  institution.  He  must  be  familiar  with  the  meth- 
ods which  have  been  successful  in  order  to  lose  no  time 
in  experimenting.  He  must  know  how  to  get  the  most 
for  his  money — when  and  where  to  buy  at  the  best  ad- 
vantage, and  what  to  discard  and  reject.  He  must  be 
able  to  cope  with  book  agents  and  to  lead  would-be  donors 
into  paths  profitable  to  the  library.  He  needs  to  know 
the  technical  side  of  library  work  in  order  to  conserve 
his  own  time  and  that  of  the  library  patrons.  He  must 
realize  the  possibilities  of  books  before  he  can  get  results 
from  them. 


10          MANUAL  FOR  INSTITUTION  LIBRARIES 

He  can  have  no  real  enthusiasm  until  he  has  studied 
both  the  possibilities  of  books  and  the  needs  of  the  in- 
stitution. He  will  not  have  to  create  a  desire  to  read 
on  the  part  of  most  of  the  residents,  for  the  period  of 
enforced  leisure  in  each  day  does  that  automatically. 
But  he  will  have  occasion  to  make  a  study  of  all  phases 
of  the  question  in  order  to  adapt  himself  to  local  condi- 
tions and  get  the  right  books  to  the  right  people. 

FURNITURE    AND    FITTINGS 

Few  institutions  about  to  build  include  a  room  for  the 
library  in  the  plans  and  specifications.  When,  therefore, 
it  becomes  necessary  to  arrange  for  space  for  this  depart- 
ment, all  sorts  of  makeshifts  are  resorted  to  before  the 
matter  is  settled.  The  ideal  place  for  a  library  is  in  a 
separate  building  not  used  for  library  purposes  alone  but 
shared  by  the  school  or  industrial  and  recreational  depart- 
ments. There  are  few  such  buildings  as  yet  but  there  will 
be  more,  for  there  is  a  demand  for  a  quiet  "place  to  go 
to,"  on  the  part  of  the  better  class  of  inmates  who  miss 
the  privacy  of  homelife  and  long  for  some  retreat  from 
the  confusion  and  discontent  which  are  more  or  less  in- 
evitable. Superintendents  are  beginning  to  recognize  the 
value  of  the  library  as  a  remedial  agent  not  only  in  its 
books  but  in  its  environment.  Let  the  library  be  as  home- 
like as  possible,  with  curtained  windows,  comfortable 
chairs,  several  tables  at  which  four  or  five  readers  can 
sit  at  once,  preferably  round  tables,  good  lights,  pictures, 
plants,  casts,  and  other  embellishments.  An  open  fire- 
place and  a  good  rug  are  most  desirable. 

Shelving — The  books  should  be  shelved  in  wooden  cases 
made  by  the  institution  carpenter  and  the  wallspace 
around  the  room  should  be  shelved  first.  Cases  should 
be  low  enough  to  admit  of  reaching  the  topshelf  without 
difficulty.  The  standard  height  is  7  feet  2  inches,  which 
allows  for  a  4  inch  cornice,  6  inch  base,  7  spaces  10  inches 
in  the  clear  and  6  shelves  1  inch  in  thickness.  The  shelves 
should  be  adjustable.  Walls  back  of  cases  may  be  painted 
to  match  the  woodwork. 


MANUAL  FOR  INSTITUTION  LIBRARIES  11 

Open  shelves  vs.  locked  cases— Shelves  should  be  open 
except  in  those  places  in  which  the  library  is  not  an 
organized  department  but  "runs  itself."  The  moral  effect 
of  open  shelves  is  recognized  by  some  experienced  insti- 
tution librarians  who  have  found  that  the  inmates  respond 
to  trust.  Open  shelves  do  not  often  cause  the  loss  of 
books. 

Much  of  the  furniture  used  in  an  institution  library  can 
be  made  on  the  premises  but  a  patent  card  cabinet,  al- 
though expensive,  is  the  best  of  economy  in  the  end.  The 
trays  must  be  made  to  fit  cards  exactly  and  to  be  inter- 
changeable in  the  cabinet;  a  local  carpenter  will  not  be 
able  to  do  this  satisfactorily,  or  if  he  is,  it  will  cost  more 
than  the  patent  one.  Cases  containing  2,  4,  or  6  trays, 
ranging  in  price  from  $5  to  $12  may  be  obtained  from  a 
library  supply  house. 

Periodical  case — A  case  may  be  built  into  the  wall  for 
current  periodicals,  consisting  of  pigeonholes  4  inches 
high,  8  inches  deep  and  10  inches  long,  above  a  ledge  36 
inches  from  the  floor.  Below  the  ledge  the  shelves  may 
be  divided  to  accommodate  the  larger  magazines.  This 
case  may  be  used  for  recent  unbound  files  and  a  sloping 
rack  be  provided  for  current  numbers.  The  rack  may  be 
built  into  or  against  the  wall,  and  may  consist  of  steps 
6  inches  high  and  2^  inches  deep,  with  slats  3  inches  wide 
across  the  face,  the  tops  of  the  slats  on  a  level  with  the 
steps,  allowing  a  space  of  2  inches  between.  (See  Stearns, 
Essentials  in  library  administration,  p.  85.) 

Mending  and  binding — Many  institutions  contain  bind- 
eries and  nearly  all  could  add  a  simple  equipment  suffi- 
cient to  re-sew  books.  In  industrial  schools,  bookbinding 
might  well  be  taught  as  a  trade.  Many  trained  librarians 
at  present  have  had  courses  in  bookbinding  and  are  pre- 
pared to  direct  this  important  part  of  the  library  work. 

As  soon  as  the  sections  or  signatures  of  a  book  begin  to 
loosen  or  wear,  the  book  should  be  set  aside  for  the 
bindery,  if  there  is  one  in  the  institution,  and  should  be 


12  MANUAL  FOR  INSTITUTION  LIBRARIES 

re-sewed  and  put  back  in  the  same  cover  if  possible,  as 
the  original  publisher's  cover  is  more  attractive  than  a 
binder's  cover.  The  book  will  wear  two  or  three  times 
as  long. 

If  there  is  no  institution  bindery,  sending  the  books 
away  means  their  absence  from  the  shelves  a  long  time 
and  the  question  must  be  decided  as  to  what  is  worth 
rebinding  and  what  shall  be  repaired  only.  It  is  the 
opinion  of  experienced  workers  that  boots  of  temporary 
interest,  books  undeserving  a  place  in  a  good  library, 
should  not  be  rebound.  They  should  be  discarded  as  soon 
as  they  are  worn  and  should  not  be  replaced.  Before 
they  and  other  books  reach  the  discard,  however,  there 
are  many  ways  of  prolonging  their  existence  and  for  this 
purpose  every  librarian  should  be  supplied  with  certain 
mending  materials,  a  list  of  which  will  be  found  under 
Supplies.  In  hospitals  for  the  insane  the  nearly  worn-out 
books  can  be  sent  to  the  wards  for  destructive  patients. 

The  following  quotation  from  Essentials  in  library  ad- 
ministration is  full  of  suggestion: 

"It  is  very  important  that  the  books  of  a  library  which 
need  mending  should  be  promptly  and  carefully  repaired. 
Every  book,  when  returned,  should  be  looked  over  for 
loose  leaves,  tears,  or  marks,  and  nothing  should  be  placed 
on  shelves  that  needs  the  least  attention. 

"In  putting  in  single  leaves,  or  mending  tears,  thin 
onion-skin  paper  (which  is  transparent)  should  be  used 
with  flour  paste.-  Loose  signatures  should  be  sewed  in, 
using  linen  thread  and  a  curved  needle  and  fastening  the 
ends  very  carefully.  Never  use  glue  or  mucilage  in  replac- 
ing loose  leaves  or  signatures,  and  use  paste  very  spar- 
ingly, and  only  for  tipping  in  single  leaves  and  illustra- 
tions. Too  much  paste  on  the  inner  margin  of  the  leaves 
makes  it  impossible  for  the  binder  to  make  secure  stitch- 
ing when  the  book  comes  to  him." 

A  publication  that  will  give  many  practical  sugges- 
tions on  the  mending  and  care  of  books  is  published  by  the 
American  Library  Association.  It  is  Mending  and  repair 
of  books,  compiled  by  Margaret  Wright  Brown.  Third 
edition  revised  by  Gertrude  Stiles,  supervisor  of  bindery, 
Cleveland  public  library.  Price,  paper,  15  cents. 


MANUAL  FOR  INSTITUTION  LIBRARIES          13 

Periodicals — How  many  periodicals  should  an  institution 
provide  annually?  The  answer  is,  as  many  as  it  can 
afford.  Periodicals  have  all  the  qualities  that  books  have 
for  meeting  conditions  of  institution  life  besides  being 
even  more  easily  carried  about.  It  would  not  be  impos- 
sible to  put  a  magazine  into  the  hands  of  every  inmate. 

To  keep  periodicals  circulating  and  prevent  their  piling 
up  somewhere,  is  difficult  to  accomplish.  In  order  to  do 
it  there  must  be  some  one  person  with  a  knack  for  organi- 
zation backed  by  authority  to  give  personal  attention  to 
this  work.  When  done  successfully  it  will  bring  the  pleas- 
antest  of  results  that  will  more  than  repay  for  the  time 
spent  on  the  work.  In  addition  to  the  chief,  there  must 
be  someone  to  prepare  the  covers  of  new  magazines  for 
hard  service  by  lining  them  with  paper-muslin,  cheese- 
cloth, or  manila  paper  or  putting  them  in  pamphlet  bind- 
ers. They  should  then  be  given  out  from  the  library  in 
the  same  manner  as  books,  but  for  shorter  periods.  The 
chief  should  decide  which  periodicals  ought  to  be  bound 
and  duplicate  copies  of  these  should  be  provided.  After 
these  permanent  files  are  set  aside,  the  remainder  of  the 
magazines  should  be  kept  moving  through  the  institution 
following  a  fixed  plan  so  that  even  the  most  disturbed 
wards  in  large  hospitals  can  always  have  magazines. 

The  following  plan  may  prove  suggestive  to  all  insti- 
tutions: At  Mt.  Pleasant,  new  magazines  are  sorted  so 
that  the  men  and  women  will  receive  the  ones  most  in- 
teresting to  them  respectively,  and  each  number  is  given 
a  cover  of  stout  manila  paper.  If  there  are  two  persons 
working  together  in  the  library,  with  plenty  of  time  at 
their  disposal,  it  is  a  good  plan  to  put  book-pockets  and 
cards  inside  the  covers,  as  the  cards,  being  retained  in  the 
library,  will  always  show  where  a  given  magazine  is.  But 
as  this  system  takes  more  time  than  the  needs  of  a  hos- 
pital really  demand,  a  substitute  method  is  to  paste  on  the 
cover  of  the  magazine  a  slip  of  paper  with  the  numbers  or 
names  of  wards  and  cottages  which  are  to  receive  it,  and 
when  the  magazine  is  sent  out  the  slip  is  checked  ac- 


14          MANUAL  FOR  INSTITUTION  LIBRARIES 

cordingly.  By  working  out  a  scheme  for  the  movement  of 
the  periodicals  a  certain  guidance  is  given  the  circulation, 
which  will  follow  the  lines  indicated  by  the  slips  on  the 
covers.  Every  Saturday  morning  the  attendants  are  re- 
quired to  bring  to  the  library  all  the  magazines  in  the 
wards.  These  are  put  into  laundry  baskets  at  one  side 
and  new  magazines  are  issued  in  exchange.  After  library 
hours  the  returned  magazines  are  sorted  over;  those  that 
are  in  good  condition  are  put  into  drawers  by  themselves 
to  be  issued  the  following  week,  and  the  worn  numbers 
are  collected  for  use  in  the  back  wards.  In  this  way 
every  ward  in  the  hospital  receives  a  certain  quota  of 
fresh  periodicals  every  week — the  newest  issues,  the  best 
of  the  older  ones,  and  the  partly  worn  are  all  kept  moving. 
It  will  occasionally  happen  that  the  same  magazine  will  be 
received  more  than  once,  but  in  the  long  run  all  patients 
who  wish  to  read  will  have  a  chance  to  see  the  ones  they 
prefer. 

Periodical  checklist — It  is  necessary  to  keep  a  careful 
record  of  the  magazines  and  periodicals  for  which  the 
institution  subscribes.  This  record  is  best  kept  on  cards 
which  are  planned  for  this  purpose.  Cards  similar  to  the 
samples  below  are  made  out  for  each  periodical  and  filed 
in  alphabetical  order.  When  the  publication  comes,  if  it 
is  a  monthly,  one  check  mark  is  placed  in  the  proper 
month  space.  There  is  no  special  card  form  for  weeklies. 
A  monthly  card  can  be  well  adapted  by  checking  four  or 
five  times  in  the  monthly  space  according  to  the  number 
of  issues  in  that  month.  Special  cards  are  made  out  for 
the  dailies.  Unless  the  daily  newspapers  are  to  be  bound, 
there  is  no  need  of  keeping  a  checklist  for  them. 


MANUAL  FOR  INSTITUTION  LIBRARIES 


16 


Cards  for  Periodical   Checklist 
Monthly 


Q.                 C-J^       vvu™uii  D  ^ 

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MANUAL  FOR  INSTITUTION  LIBRARIES 


74  0  6       Magazine  Card 

No.    7406     Name-^^vvixJiv. 

Barracks.  VL     Cell    35^Range       V> 

NOTE:    Place  (X)  to  left  of  Magazine    you 
prefer;  but  if  .you  wish  certain  months,    indi- 
cate your  preference  (/)in  the  month  space 
N  agazines  may  be  kept  TWO  WEEKS. 
Do  not  erase.  -any  marks  placed  on  your  card 
by  the.  Librarian.    1  hey  are  placed  there  for 
your  benefit 

Aimle's 

2 

3 

4 

5 

6 

7 

8 

9 

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11 

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American 

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6 

7 

8 

9 

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3 

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6 

7 

8 

9 

10 
10 

11 

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5 

6 

7 

8 

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.2  a 


MANUAL  FOR  INSTITUTION  LIBRARIES  17 

PREPARATION    OF    BOOKS    FOR    THE    SHELVES 

When  books  arrive,  after  they  have  been  unpacked,  the 
first  thing  to  do  Is  to  check  the  bill  with  the  order  list, 
to  see  whether  all  the  books  which  have  been  ordered  have 
been  received.  Next,  the  bill  should  be  checked  with  the 
books  which  have  been  received,  in  order  to  avoid  errors. 
The  date  of  the  bill,  initials  of  the  dealer,  and  cost  price 
of  each  book  should  be  entered  on  the  left  hand  margin  of 
the  second  page  after  the  title  page,  i.  e.,  8/13/16  Me.  .98 
means  date  of  bill,  Aug.  13,  1916,  name  of  dealer,  McClurg, 
price  of  book,  98  cents.  Now  the  book  is  ready  to  be 
prepared  for  the  shelves.  This  preparation  includes  the 
mechanical  preparation  and  technical  preparation.  Neat 
mechanical  work  adds  much  to  the  appearance  of  a  book 
and  suggests  to  the  patron  care  in  handling  it. 

Mechanical  preparation — The  mechanical  preparation  in- 
cludes cutting  pages,  collating,  opening  books,  stamping, 
labeling  and  pasting. 

For  details  in  regard  to  these  processes  see  Essentials 
in  library  administration,  compiled  by  Miss  L.  E.  Stearns, 
p.  41-43.  This  pamphlet  can  be  purchased  from  the  A.  L.  A. 
Publishing  Board,  78  E.  Washington  St.,  Chicago,  price 
25  cents. 

Technical  work — When  the  books  have  gone  through 
these  mechanical  processes,  they  are  ready  for  the  tech- 
nical work.  This  includes  accessioning,  classifying,  assign- 
ing book  numbers,  making  book  cards,  shelflisting,  cat- 
aloging, and  sometimes  the  preparation  of  a  printed  list 
of  the  books  which  are  in  the  library. 

Accession — The  accession  record  is  a  record  of  the 
books  that  are  added  and  withdrawn  from  the  library.  It 
shows  definitely  just  how  many  books  are  in  the  library. 
The  author,  title,  publisher,  date,  name  of  dealer  or  donor, 
date  of  bill  and  cost  of  each  book  purchased,  are  recorded. 
This  record  is  kept  in  an  accession  book,  the  lines  of 
which  are  consecutively  numbered.  Such  a  book  can  be 
purchased  from  a  library  supply  house.  For  institutional 


18          MANUAL  FOR  INSTITUTION  LIBRARIES 

libraries,  condensed  accession  books  are  best.  In  these 
books,  simple  rules,  which  can  be  easily  followed,  are 
given  for  accessioning  books.  In  addition  to  these,  points 
to  be  definitely  noted  are  as  follows:  Give  each  volume 
an  entry  in  the  accession  book.  Write  the  accession 
number  at  the  bottom  of  the  second  page  following  the 
title  page  of  the  book.  Write  the  number  also  on  the 
upper  right  hand  corner  of  the  book-pocket.  Write  it  on 
the  book  card  and  shelflist  card. 

Classification  and  shelf  arrangement.  Call  number — 
Every  book  in  a  library  except  fiction,  is  entitled  to  a  call 
number  which  is  used  to  distinguish  it  from  every  other 
book  in  the  library.  This  call  number  is  made  up  of  a 
class  number,  obtained  from  a  classification  table,  and  a 
book  number  assigned  from  the  Cutter-Sanborn  Alpha- 
betic order  table,  to  distinguish  it  from  other  books  in  the 
same  class.  Example:  The  call  number  of  Moses  Coit 
Tyler's  History  of  American  Literature  is 
810 — Class  number 
T98 — Book  number 

The  call  number  is  to  indicate  the  location  of  the  book 
on  the  shelves.  It  is  printed  at  the  top  of  the  second 
page  after  the  title  page,  on  the  upper  left  hand  corner  of 
the  book-pocket,  on  the  upper  left  hand  corner  of  the 
book  card,  shelflist  card  and  catalog  cards.  See  sam- 
ples. It  is  also  printed  on  the  label  on  the  back  of  the 
book  according  to  previous  direction.  The  letter  J  may 
be  used  before  the  call  number  of  juvenile  books  to  dis- 
tinguish them  from  adult  books. 

Classification — In  classifying  a  book,  the  first  thing  to 
do  is  to  determine  the  content.  The  librarian  will  not 
have  time  to  read  every  book.  He  must  learn  to  de- 
termine about  what  a  book  is  written  by  examining  the 
title  page,  the  table  of  contents,  the  chapter  headings. 
Sometimes  it  is  necessary  to  read  the  introduction  to  get 
the  author's  point  of  view,  and  also  to  read  reviews  of  a 
book.  It  is  not  safe  to  classify  a  book  from  the  title 
alone,  for  often  the  title  is  misleading.  With  practice, 
the  librarian  will  soon  learn  to  judge  the  contents  of  the 


MANUAL  FOR  INSTITUTION  LIBRARIES  19 

book  and  assign  the  class  number  rapidly.  Familiarity 
with  the  classification  table  is  necessary  in  assigning  the 
numbers  and  in  finding  the  books  on  the  shelves. 

In  most  institutional  libraries,  as  in  public  libraries, 
books  treating  of  the  same  subject  should  be  arranged 
together  on  the  shelves.  Such  an  arrangement  is  made 
possible  by  the  use  of  the  Dewey  decimal  classification 
system,  which  with  modifications  can  be  adapted  to  the 
needs  of  the  various  types  of  institutional  libraries. 

A  copy  of  the  last  edition  of  Dewey  Classification  can 
be  obtained  from  the  Library  Bureau,  6  North  Michigan 
Ave.,  Chicago.  Price  $6.00.  There  is  an  abridged  edition, 
1912,  which  costs  $1.50  and  answers  the  needs  of  most 
institution  libraries. 

Book  numbers — If  a  distinctive  call  number  is  necessary, 
a  book  number  should  be  assigned  in  addition  to  the  class 
number.  This  book  number  not  only  distinguishes  a  book 
from  every  other  book  having  the  same  class  number, 
but  makes  it  easier  for  the  librarian  to  arrange  the  books 
by  classes  in  alphabetical  order.  This  number  is  a  com- 
bination of  the  initial  of  the  author's  surname,  with  figures 
chosen  from  the  Cutter-Sanborn  table.  These  figures  in 
this  table  are  so  arranged  that  books  shelved  by  these 
author  numbers  will  stand  in  alphabetical  order.  Usually 
in  the  three  figure  table  the  first  two  numbers  are  used, 
leaving  the  third  for  a  name  that  might  come  in  between. 
In  assigning  the  book  numbers,  the  shelflist  should  be 
consulted  and  care  should  be  taken  to  keep  the  numbers 
consistent  with  those  already  assigned.  If  a  book  has 
more  than  one  author,  the  Cutter  number  is  assigned  from 
the  name  of  the  first  author.  In  the  case  of  an  anonymous 
book  and  periodicals,  the  number  is  assigned  from  the 
first  word  in  the  title.  If  an  author  has  more  than  one 
book  in  the  same  class,  then  a  lower  case  letter,  the  first 
of  the  title,  is  added  to  the  author  number. 

Example: 

Holland,  W.  J.  Holland,  W.  J. 

Butterfly  Book  Moth   Book 

595  595 

H73b  H73m 


20          MANUAL  FOR  INSTITUTION  LIBRARIES 

595 — Class  number 
H — Initial    of   author's    surname 
73 — Cutter  number 
b— First  letter  of  the  title 
m— First  letter  of  the  title 

A  Cutter-Sanborn  three  figure  alphabetic  order  table  can 
be  ordered  from  Library  Bureau,  6  North  Michigan  Ave., 
Chicago.  Price  $2.50. 

In  some  libraries,  a  simpler  arrangement  is  obtained 
by  omitting  the  Cutter  number  altogether,  and  using  the 
class  number  with  the  initial  of  the  surname  of  the  author. 
Example: 

Holland,  W.  J.     Butterfly  Book 
595 
H  b 

The  books  in  a  class  can  be  easily  arranged  in  alpha- 
betical order  by  author.  This  scheme  is  advisable  when 
the  charging  system  does  not  call  for  a  distinguishing  call 
number. 

Biography — As  a  rule,  biography  is  not  classified  ac- 
cording to  the  Dewey  decimal  system.  The  number  920 
is  used  for  all  collected  biography,  and  921  for  individual 
biographies.  In  collected  biography  the  Cutter  number  is 
assigned  from  the  name  of  the  author  the  same  as  with 
other  books. 

In  individual  biography,  since  it  is  desirable  for  the 
biographies  of  one  person  to  stand  together,  the  Cutter 
number  is  assigned  from  the  name  of  the  biographee,  or 
the  person  about  whom  the  book  is  written.  The  initial 
of  the  surname  of  the  author  is  added  as  a  lower  case 
letter,  so  that  different  biographies  of  one  person  may 
stand  in  alphabetical  order  by  author. 
Examples : 

Morse,  J.  T.          Nicolay,  J.  G.  &  Schurz,  Carl 

Abraham  Lincoln            Hay,  John  Abraham  Lincoln 

921                  Abraham  Lincoln  921 

L73m                             921  L73s 

L73n 


MANUAL  FOR  INSTITUTION  LIBRARIES  21 

Fiction— Fiction  Is  not  classified  but  is  arranged  in 
alphabetical  order  by  author  and  under  author  by  title. 
In  fiction  the  accession  number  may  be  used  as  a  dis- 
tinguishing symbol  in  the  charging  system. 

Catalogs— In  institution  libraries,  as  a  rule,  a  shelflist, 
with  explanatory  index  cards  which  give  the  meaning  of 
the  class  numbers,  and  an  author  and  title  list  of  fiction 
will  answer  the  need  of  a  card  catalog.  In  some  of  the 
larger  libraries,  however,  where  educational  schools  make 
a  demand  upon  the  library  for  reference  work,  a  card 
catalog  which  shows  all  the  resources  of  the  library  is  a 
necessity.  This  usually  takes  the  form  of  a  dictionary 
catalog.  It  should  be  made  by  an  experienced  cataloger 
and  should  not  be  attempted  by  a  person  who  has  had 
no  experience  and  training  in  this  line  of  work. 

Shelflist — The  shelflist  is  a  record  kept  on  cards  which 
are  arranged  in  the  same  order  as  the  books  should  stand 
on  the  shelves.  With  non-fiction  this  is  a  classified  ar- 
rangement, and  under  class,  alphabetical.  With  fiction  it 
is  an  alphabetical  arrangement  by  author  and  under  author 
by  title.  This  is  a  very  useful  record  in  taking  an  inven- 
tory of  the  library. 

The  shelflist  card  should  show  the  call  number,  the 
accession  number,  the  author,  title,  number  of  volumes 
and  number  of  copies  of  each  book  in  the  library.  For 
forms  of  sample  cards  and  directions  for  shelflisting  see 
Stearns'  Essentials  in  library  administration,  p.  55-57. 

Author  and  title  fiction  list — Author  and  title  cards  are 
made  for  fiction  and  are  filed  together  in  one  alphabet. 
This  is  a  convenient  record  to  show  what  fiction  books  are 
in  the  library.  It  should  be  consulted  when  the  book  order 
is  being  made  in  order  to  avoid  duplication. 

If  it  is  necessary  to  print  a  call  list  from  the  shelflist, 
then  it  is  advisable  to  file  the  author  cards  together  in 
alphabetical  order  and  make  another  alphabetical  file  from 
the  title  cards.  Sometimes  a  charging  system  requires  a 
consecutive  number.  In  this  case,  the  numbers  can  be 
assigned  so  that  the  books  will  stand  in  alphabetical  order. 

Author  and  title  cards  for  juvenile  books  are  similar  to 


22  MANUAL  FOR  INSTITUTION  LIBRARIES 

the  cards  for  adult  books  except  the  letter  "J"  is  written 
in  the  upper  left  hand  corner  to  distinguish  them  from 
the  cards  for  adult  books. 

The  accession  number  is  written  on  the  back  of  the 
author  card.  If  it  is  desirable  to  add  to  this  record  the 
author  and  title  cards  of  non-fiction,  the  form  of  the  card 
is  the  same  except  that  the  call  number  is  written  in  the 
upper  left  hand  corner,  just  as  on  the  shelflist  card. 

Call  list — In  some  libraries,  especially  in  prisons  and  hos- 
pitals for  the  insane,  the  general  regulations  do  not  per- 
mit the  inmates  to  come  to  the  library  and  select  their 
books  from  the  shelves.  When  this  is  the  case,  it  is 
necessary  to  have  a  printed  call  list  from  which  the  books 
can  be  selected.  This  call  list  can  be  printed  direct 
from  the  shelflist.  The  non-fiction  will  have  a  subject  ar- 
rangement, and  the  fiction  alphabetical  by  author.  Since 
the  inmates  do  not  have  a  chance  to  see  the  books,  it  is 
advisable  to  have  under  each  author  entry,  a  short  descrip- 
tive note,  telling  something  of  the  content  of  the  book,  or 
giving  a  brief  outline  of  the  story.  These  notes  or  anno- 
tations have  been  found  invaluable  and  do  much  to  raise 
the  standard  of  reading.  Books  will  be  chosen  that  would 
otherwise  be  left  on  the  shelves  if  the  title  were  the 
only  clew  to  the  nature  of  the  book.  The  work  of  print- 
ing is  usually  done  on  the  institutional  press,  therefore 
it  can  be  kept  up  to  date  without  any  great  expense.  How- 
ever, some  institutions  have  found  the  printed  list  im- 
practical, because  of  the  withdrawal  of  books  and  the 
purchase  of  new  books  at  frequent  intervals.  The  li- 
brarian and  teachers  of  the  Indiana  Boys'  School,  Plain- 
field,  have  worked  out  a  splendid  substitute  for  the  printed 
catalog.  Following  is  their  description  of  it: 

"We  have  substituted  a  card  system  to  take  the  place 
of  our  printed  catalog,  and  we  find  that  this  system  meets 
the  problem  with  which  we  have  to  contend  much  better 
than  the  old  system. 

"A  card  is  made  for  each  of  the  three  thousand  books 
jn  our  library.  Reference  books  are  excepted.  On  this 


MANUAL  FOR  INSTITUTION  LIBRARIES  23 

card  is  shown  the  call  number,  name  of  author,  title,  grades 
in  which  the  book  may  be  read  to  advantage,  and  a  few 
short  remarks  as  to  the  contents  of  the  book. 

"As  the  boys  of  the  institution  are  divided  into  fifteen 
companies,  we  have  divided  the  cards  into  fifteen  groups, 
putting  each  group  into  a  double-tray  box  made  for  the 
purpose.  One  of  these  boxes  is  put  in  each  company  home, 
and  the  boys  of  that  company  choose  their  books  from 
the  cards  in  that  box  for  a  period  of  a  few  weeks,  when 
the  boxes  are  changed  from  one  company  to  another. 

"Each  company  has  a  monitor  whose  duty  it  is  to  make 
out  the  list  of  books,  as  selected  by  the  boys  in  his  com- 
pany. As  boys  select  their  books,  the  cards  are  turned 
in  the  box  so  that  no  two  boys  select  the  same  book. 

"The  advantages  of  this  system  are  very  evident.  Pol- 
lowing  are  some  that  are  especially  important: 

"(1)  No  two  requests  are  made  for  a  book,  thus  sub- 
stitution by  the  librarian,  nearly  always  unsatisfactory,  has 
been  eliminated. 

"(2)  Having  a  short  synopsis  of  the  book  or  a  few 
catchy  remarks  concerning  its  contents,  will  cause  some 
of  our  best  books  to  be  called  for  and  read,  whereas,  here- 
tofore, they  have  been  passed  by  because  our  catalogs  con- 
tained only  the  title. 

"(3)  When  new  books  are  received,  they  can  be  put  into 
the  hands  of  our  boys  at  once  without  waiting  for  a 
supplement  to  be  printed  for  the  catalogs.  When  books 
are  withdrawn,  the  cards  can  easily  be  removed  from 
the  boxes. 

"Boys  are  to  select  books  from  catalog  cards,  the  mon- 
itor writing  on  the  library  list,  the  name,  number  in  full, 
and  the  grade  of  book  selected  opposite  the  name  of  the 
boy  making  the  selection.  The  catalog  card  should  be 
turned  as  soon  as  the  above  is  copied  in  order  that  two  or 
more  boys  cannot  choose  the  same  book." 


24 


MANUAL  FOR  INSTITUTION  LIBRARIES 


CAT.  HO. 

Ws 

AUTHOR                                                     NAMgO 

Paris,  J.T.         Winning  thei 

r  way                        7.3 

J-t      -H       rj 
3     n     3             o> 

<->           4J            V)                          V 

>             c            •-* 

1                       Q)                     «H 

CO                  >>                 0* 

I  .^     §     1 

O 

*                       •< 

3 

s  1 

!    ! 

?»)         « 
2 
• 

fi                d 

05              -           "o, 

*'                    0)                   f: 
N                S               1 

O                     i 

1 

C/3                   i 

1                   B        Ct 

< 

SAMPLE  CATALOG  CARD  USED  AT  THE  INDIANA  BOYS'  SCHOOL. 

(Size    6%x4%    in.) 

A  rod  runs  through  the  center  of  the  double  tray  of  the 
box  in  which  the  cards  are  filed.  The  card  is  fastened 
on  this  rod,  and  is  turned  to  the  vacant  tray  when  a 
book  is  selected. 

Loan  System — Institutions  vary  so  in  character,  and 
local  rules  and  regulations  play  such  an  important  part 
in  daily  routine,  that  it  is  difficult  to  devise  a  uniform 
scheme  for  circulating  books.  A  good  charging  system  in 
an  institution  should  show  what  books  are  out  of  the 
library,  who  has  them  and  when  they  are  due.  It  should 
also  show  what  classes  of  books  are  circulated,  and  in 
some  institutions  it  is  interesting  to  know  the  character 
of  the  reading  of  each  inmate.  Librarians  are  generally 
agreed  that  these  questions  can  be  answered  better  by 
the  use  of  a  card  charging  system  than  a  ledger  system. 
In  institutions  where  the  inmate  can  come  to  the  library 
and  select  his  books,  a  system  that  is  employed  in  many 
public  libraries  can  be  adopted  with  modifications.  In  this 
system  book  cards,  book-pockets,  readers'  cards,  registra- 
tion book  are  necessary. 


MANUAL  FOR  INSTITUTION  LIBRARIES 


25 


Book  cards — Each  book  should  have  a  card  to  represent 
it  when  it  is  out  of  the  library.  This  card  should  show 
what  book  is  out,  who  has  it  and  when  it  is  due.  The 
call  number  of  the  book,  the  author,  title  and  accession 
number  are  written  on  the  card.  The  card  is  placed  in 
the  pocket  which  is  pasted  on  the  inside  of  the  back  cover 
of  the  book.  On  this  pocket  the  call  number  is  written 
on  the  upper  left  hand  corner,  and  the  accession  on  the 
upper  right  hand  corner,  the  same  as  on  the  book  card. 
By  matching  these  numbers  the  librarian  can  be  sure 
that  she  has  the  right  card  in  the  right  pocket. 

SAMPLE  BOOK  CARDS 

Adult.     Non-fiction  Adult.     Fiction 


915.1                                     756 
D39      Dftnhy,    f!V»-v1^, 

1657 

THrtfcflns,     riK-^-l-ct 

7^1^  qfjt^o   ei-^ifis. 

1 

^J 

*      -». 

-"*»-J'N^_ 

^ 

~^--~. 

_^»^v 

-*-~" 

-*-^ 

Cards  for  juvenile  books  are  similar  to  these,  except 
the  letter  J  is  placed  before  the  class  number  on  the 
non-fiction  card,  and  on  the  upper  left  hand  corner  of  the 
fiction  card. 

Form  for  a  book  card,  in  an  institution  where  reader's 
cards  are  not  used.  Size  of  card  3x5*4. 


NAME  OF  BORROWER 

Date 
Lent 

Date 
Ret'rid 

"  *  "^      -  —         —                    —         *"  s^ 

^-^-—^ 

•.   —    J 

26 


MANUAL  FOR  INSTITUTION  LIBRARIES 


Readers'  cards — Each  reader  is  given  a  card  on  which 
is  written  his  name  and  registration  number.  The  cards 
are  kept  filed  in  the  library  in  alphabetical  order  when 
not  in  use. 

SAMPLE  READER'S  CARD 


Is  entitled  to  draw  books  from  the 

Library  of  the  Indiana  Girls' School 

and  Is  responsible  for  all  books 
taken  on  this  card. 


13  ENTITIES  TO  DRAW  BOOKS  FKOM  THE 


LIBRARY 


EXPIRES 


I 


A  regular  registration  book  can  be  purchased  from  a 
library  supply  house  or  a  blank  book  or  record  book  can 
be  used.  Each  line  is  numbered  consecutively  and  a  num- 
ber assigned  for  the  name  that  is  written  opposite  to  it. 

Lending  a  "book — Take  book  card  from  the  book-pocket 
in  the  book.  Write  borrower's  number  and  stamp  date 
loaned  opposite.  Stamp  the  same  date  on  reader's  card. 
File  book  card  in  tray  back  of  date  guide  and  put  bor- 
rower's card  in  book-pocket.  In  the  charging  tray  the 
fiction  book  cards  should  be  filed  in  alphabetical  order 
by  author.  The  non-fiction  cards  should  be  arranged  by 
class  numbers.  If  it  is  desirable  to  keep  track  of  the 


MANUAL  FOR  INSTITUTION  LIBRARIES  27 

borrower's  reading,  the  call  number  of  the  book  can  be 
written  on  the  reader's  card. 

Sometimes,  librarians  prefer  to  stamp  the  date  due. 
Readers  are  usually  allowed  to  keep  books  two  weeks,  but 
this  is  regulated  by  the  local  rules  and  regulations. 

Returning  a  book — Stamp  date  of  return  on  reader's 
card.  Take  book  card  from  tray  and  return  to  book- 
pocket.  Place  book  on  shelf. 

This  charging  system  is  well  adapted  to  the  needs  of 
educational  and  charitable  institutions.  Sometimes  it  is 
simpler  to  dispense  with  the  registration  number  and  the 
reader's  card.  Then  a  date-slip  is  pasted  on  the  page 
opposite  the  book-pocket.  On  the  slip,  the  date  the  book 
is  loaned  is  stamped.  The  borrower's  name  is  written  on 
the  book  card  and  the  date  loaned  is  stamped  opposite. 
In  some  institutions,  the  name  of  the  borrower  is  all  that 
is  necessary  to  write  on  the  card.  Then  there  is  no 


SAMPLE   DATE-SLIP 

(Size  3x5) 

Date  Loaned 

need  of  the  date-slip.  In  prisons  and  hospitals  for  the 
insane,  where  it  is  not  practical  for  the  borrowers  to  go 
to  the  library  to  select  their  books,  modifications  of  this 
system  must  be  devised. 

Prisons  and  reformatories — Each  prisoner  is  given  a 
printed  list  of  the  books  in  the  library,  from  which  to 
choose  books.  Annotations  will  add  much  to  this  list  as 
a  guide  for  selection.  He  is  also  given  a  request  slip, 


28 


MANUAL  FOR  INSTITUTION  LIBRARIES 


upon  which  is  written  his  name,  cell  number  and  registra- 
tion number.  Upon  this  slip  he  writes  each  week  the 
number,  author,  and  title  of  the  books  which  he  wishes  to 
read,  putting  them  down  in  the  order  of  his  preference. 
These  lists  are  sent  to  the  librarian  and  one  book  from 
each  list  is  sent  to  the  prisoner.  The  prisoner's  name  or 
number  is  written  on  the  book  card  and  the  cards  are 
filed  in  the  manner  already  indicated. 

Usually  each  company,  patrol,  or  family  has  a  certain 
day  each  week  on  which  to  get  library  books.  If  this  is 
the  case,  it  will  be  more  convenient  to  file  the  readers' 
cards  in  alphabetical  order  by  company  or  patrol,  if  read- 
ers' cards  are  used. 

SAMPLE    REQUEST    SLIPS 


THIS  SLIP  MUST  ALWAYS  ACCOMPANY  BOOKS 
REQUEST  SLIP 


CKLL  ,YO 


TITLE  of  KOOK. 


Indiana  Boys'  School  Library 

READERS  REQUEST  FOR  BOOKS 
Cicaloju.  Nomb«t  Comp«nj   ...   _. 

AITHOR 

NAMEO.THUUK 

<UMI)£»OF 

fcKM.K 

NAHIU..OV 

£«MS 

-*-<*—  *X— 

^^..^  X^. 

P^~--«^»p-^^>»^^J^^«**H 

^—  >^->j 

MANUAL  FOR  INSTITUTION  LIBRARIES  29 


NOTE:  On  this  card  you  can  draw  Library  books 
nly«.  Write  book  number  plainly.  Keep  card  full 
o  books  will  be  issued  if  card  is  not  filled  out. 


7406 

eg.  No,, 
arrack*.. 


A 


Name 
\. Cell 3  £ 


.  Range.. 


W. 


Fiction  Numbers 
in  this  Column 


Non-Fiction  Numbers 
in  this  Cohunn 


-B-U 


H  3 


$jQOl*3SLfctt*a 


fogLLaiMLVg 


3M    12-24^ 


30  MANUAL  FOR  INSTITUTION  LIBRARIES 

Hospitals  for  the  insane — In  a  hospital  for  the  insane, 
it  is  better  to  have  one  central  library  than  to  have  li- 
braries in  each  ward.  Once  a  month  or  twice  a  month, 
as  is  needed,  collections  of  books  are  made  up  at  the 
main  library  and  sent  to  each  ward.  If  it  is  desirable  to 
keep  track  of  the  circulation  of  the  books  in  the  wards 
two  book  cards  are  made  for  each  book,  a  white  one  for 
individual  book  circulation  and  a  colored  one  to  show 
what  books  are  sent  to  each  ward. 

When  the  collections  of  books  are  made  up  the  colored 
cards  are  withdrawn  from  the  books  and  filed  in  the  library 
behind  a  guide  with  the  name  of  the  ward  to  which  the 
books  are  charged.  The  white  cards  are  left  in  the  books 
to  be  used  for  individual  loans  on  the  ward. 

The  white  cards  can  also  be  used  in  the  books  for  in- 
stitutional employees. 

SAMPLE  BOOK    CABDS 

Book   card    for    individual   book    circulation    (white). 
Book  card  for  ward  circulation   (colored). 


NAME  OF  BORROWER        DATE  LENT 


LIST    OF    SUPPLIES    FOR    1000   VOLUMES 
Library    Supply    Firms 

Democrat  Printing   Company,   Madison,  Wis. 
Gaylord  Brothers,  Syracuse,  N.  Y. 
Library  Bureau,  316  Broadway,  New  York  City,  N.  Y. 
43  Federal  St.,  Boston,  6  N.  Michigan  Ave.,  Chicago. 


MANUAL  FOR  INSTITUTION  LIBRARIES  31 

American  Library  Association  Publishing  Board,  78   E. 
Washington  St.,  Chicago. 

The  following  list  of  supplies  has  been  made  up  from 
the  catalogs  of  the  above  firms.  The  latest  catalogs  of 
these  firms  should  be  kept  on  file  at  each  institution  li- 
brary. If  there  is  a  printing  press  in  connection  with  the 
institution,  many  library  supplies  can  be  printed  at  a 
minimum  cost. 
Classification: 

Order  from  the  Library  Bureau 

1  Abridged   Dewey   decimal   classification   and   rel- 
ative index.     No.  1002  cloth.     Price $1.50 

1  Cutter-Sanborn  three  figure  alphabetic  order  table. 

No.  1037.    Price 2.50 

Shelflist: 

If  cards  are  to  be  written  long-hand,  order  ruled  cards. 

If  a  typewriter  is  to  be  used,  order  plain  cards. 

1,000  catalog  cards,  standard  size  7.5x12.5  cm.,  (approx- 
imately 3x5  in.). 
Democrat  Printing  Co.,  no.  2  (second  weight)   Ruled. 

Price   $2.50 

Plain.     Price    1.35 

Gaylord  Bros.    L.  No.  301  Ruled 2.15 

L.  No.  311  Plain 2.05 

Library    Bureau.      No.    33012    Library    ruling,    white, 

punched    2.00 

No.  33015  Typewriter,  punched  2.00 

100  Plain  standard  card  catalog  guides.  (Thirds  buff) 

Democrat   Printing   Co 50 

Gaylord  Bros 50 

Library  Bureau   50 

1  Four-tray  cabinet.    Library  Bureau.    No.  2314 9.00 

If  Author  and  Title  list  is  to  be  made  order  2,000  extra 
catalog  cards. 
Catalog: 

Catalog  cards  must  be  of  the  best  grade  linen  stock,  for 
this  is  a  permanent  record  often  consulted. 
3,000  catalog  cards.     Standard  size  7.5x12.5  cm.,   (approx- 
imately 3x5  in.). 


32          MANUAL  FOR  INSTITUTION  LIBRARIES 

Democrat  Printing  Co.  No.  1.  (Heavy  weight)  Ruled. 

Price   $9.00 

Plain   4.50 

Gaylord  Bros.    M301  Ruled  8.25 

M311    Plain    7.95 

Library   Bureau.     No.    33032   Library    ruling   white 

punched    9.00 

No.  33030  Plain  white  punched 9.00 

300  standard  card  catalog  guides  (Thirds  buff) 

Democrat   Printing   Co $1.50 

Gaylord  Bros 1.50 

Library  Bureau   1.50 

Cataloging   rules: 

Cataloging  rules  on  cards,  being  simplified  rules  adopted 
for  use  in  the  Wisconsin  Library  School,  compiled  by 
Helen  Turvill,  instructor  in  cataloging.  There  are  over 
500  rules  and  sample  cards,  covering  the  most  necessary 
points  in  library  cataloging.  The  rules  are  printed  on 
cards  of  catalog  size  to  be  arranged  alphabetically  by 
headings,  making  every  rule  of  the  easiest  possible  access. 

Democrat  Printing   Co $2.50 

Cataloging  rules  on  cards.     Printed   guides. 
Guide    cards,    printed    with    subject   headings    on    one- 
fifth  cut  manila  guides,  ready  for  filing,  will  be  furnished 
with  this  set  for  50  cents  additional. 
Hitchler,  Theresa.    Cataloging  for  small  libraries,  re- 
vised edition  1915.    A.  L.  A.  Publishing  Board $1.25 

Subject  headings: 

A.  L.  A.  Subject  headings  for  use  in  dictionary  cata- 
logs, edited  by  Mary  J.  Briggs.    A.  L.  A.  Publishing 

Board    $2.50 

Subject  headings   for   use   in    dictionary   catalog   of 
juvenile  books.    Compiled  by  Margaret  Mann.  A.  L. 

A.  Publishing  Board 1.50 

Cabinet: 

If  catalog  is  to  be  made  in  addition  to  shelflist,  order 
six-tray  cabinet.     Library   Bureau  No.   2316 $12.00 


MANUAL  FOR  INSTITUTION  LIBRARIES  33 

Accession: 

2,000  line  condensed  accession  book. 

Democrat   Printing  Co $3.00 

Gaylord  Bros 3.00 

Library  Bureau   3.00 

Loan  System: 

Registration  book,  or  Borrower's  register. 

A  well-bound  2,000  line  record  will  answer  this  purpose. 

In  many  institutions  a  registration  book  is  unnecessary. 

Following  are  the  prices  of  regular  registration  books,  25 

lines  to  the  page  and  half  numbered  at  the  left  margin. 

Democrat  Printing  Co.    No.  2 $3.00 

Gaylord  Bros.    No.  55 2.20 

Library  Bureau  No.  1150 2.00 

Borrowers'  Cards: 

The  number  to  be  ordered  depends  upon  the  number 
of  inmates  in  the  institution.  In  many  institutions,  bor- 
rowers' cards  are  unnecessary.  If  the  inmate  comes  to  the 
library  to  select  books  for  himself,  then  this  card  is  quite 
a  convenience.  In  some  institutions  it  is  better  to  have 
this  card  planned  especially  for  the  institution.  In  others, 
stock  cards  answer  the  purpose  very  well. 

Democrat  Printing  Co.     Stock  cards $2.80  per  1,000 

Gaylord  Bros.    Printed  with  name  of  library  3.50  per  1,000 
Library  Bureau.     1127.3    Printed  with  name 

of  library   2.75  per  1,000 

Unprinted  2.50  per  1,000 

Date-slips: 

1,000  Fourteen-day  or  seven-day  slips.  Plain  slips  3x5 
in.  can  be  used. 

Democrat  Printing   Co $1.50 

Gaylord  Bros 1.25 

Library  Bureau.     No.  1137 1.25 

Book-pockets: 

1,000  Book-pockets. 

Democrat  Printing  Co.    Open  end  pockets,  unprinted.$1.75 
Printed   .  2.50 


34  MANUAL  FOR  INSTITUTION  LIBRARIES 

Gaylord  Bros.     Style  A.     With  three  gummed  edges. 

Unprinted    1.40 

Printed   2.40 

Style  C.    Strip  made  of  heavy  manila.    Will  hold  all 

sizes  of  cards.    Unprinted 85 

Printed    1.85 

Style  F.     Open  end  folded  and  sealed.     Unprinted  3.00 
Printed   4.00 

Library  Bureau.     Open  end.    No.  11672.    Unprinted..  1.75 

Printed   2.25 

Manila  book-pocket  strip.    Unprinted 75 

Printed   2.50 

Charging  tray: 
When  books  are  lent,  the  book  cards  should  be  filed  in 

this  tray.    If  double  tray  is  purchased  there  is  also  a  space 

to  file  borrowers'  cards. 

Democrat  Printing  Co.  Single  oak  tray  with  sliding 
block,  capacity  for  700  cards  and  guides.  Without- 

cover   ". $0.55 

With  one  set  vertical  date  guides   90 

Double  tray  same  as  above,  accommodating  twice  as 
many  cards.     Without  cover  and  with  one  set  of 

vertical   date   guides 1.75 

Without  cover  or  guides 1.40 

With  cover  and  one  set  of  guides 2.50 

Gaylord  Bros.  No.  50b.  Single  oak  tray,  no  top ;  capac- 
ity 1,000  No.  35  charging  cards.  Complete  with  one 

set  of  No.  35  M  guides 1.55 

Tray  only 1.30 

No.  40.    Cloth  covered  charging  tray,  capacity  1,000 
cards  and  guides.     No  top.     Complete  with  one  set 

of  No.  35  M.  guides 1.15 

Tray  only   90 

Library  Bureau.  No.  1200  Antique  oak  tray  with  cover, 
two  compartments;  capacity  2,000  of  No.  1147  cards. 
Complete  with  follower  blocks,  date  guides  (11851). 

Tray  with  guides   3.75 

Tray  only   3.50 


MANUAL  FOR  INSTITUTION  LIBRARIES  35 

No.  1203  Antique  oak  tray,  no  cover,  one  compart- 
ment, capacity  1,000  (1145)  cards.  Complete  as 

above.     Tray   with  guides    3.75 

Tray  only    3.50 

No.  12031  Antique  oak  tray,  light  construction,  no 
cover,  one  compartment,  800  (1145)  cards.  With 
date  guides  1.25 

Date  guides: 

Democrat  Printing  Co.,  1-31 $0.35  per  set 

Heavy  press  board  with  celluloid  tips  1-31..     .80  per  set 

Gaylord  Bros.  Guides  for  No.  35  charging  cards, 

1-31 30  per  set 

1-31   celluloid    70  per  set 

Library  Bureau.     No.  11851.     1-31 30  per  set 

1-31   celluloid    70  per  set 

Pencil  dating  outfits: 
An  outfit  consists  of  a  pencil  date  holder,  a  set  of  solid 

rubber  dates  and  a  stamp  pad. 

Democrat  Printing   Co $0.75 

Gaylord  Bros.     No.  801  or  804.     Without  ink  pad 60 

Library  Bureau.    No.  1302  Complete 75 

Request   slips   and   printed   lists   can   be   made   at  the 

institution,  and  also  a  number  of  these  supplies  used  in 

the  loan  system. 

Miscellaneous: 

1,000  gummed  labels. 
Democrat  Printing  Co.,  A.  44  round,  box  of  1,000.. $0.25 

Gaylord  Bros.    A  44  round,  box  of  1,000 30 

Library  Bureau.    No.  1456  round,  box  of  1,000 30 

Periodical  record  cards  (monthly). 

Democrat   Printing   Co.     100 $0.50 

Gaylord  Bros.     100    60 

Library   Bureau.     100   No.   1105 ,.     .60 

Book  supports. 

Count  one  support  for  each  shelf. 

Democrat  Printing  Co.,  per  100 $7.50 

Gaylord  Bros.,  Style  A.,  per  100,  $7.00;  per  doz 1.60 


36  MANUAL  FOR  INSTITUTION  LIBRARIES 

Library  Bureau,  No.  1340,  per  100 7.50 

Lots  of  10  or  more  at  rate  of 90 

Orders  from  local  dealers. 

1  bottle  Higgins'  American  India  Ink $0.25 

1  bottle  David's  white  letterine 15 

1  bottle  Strong  Ammonia   05 

White  Shellac 25 

2  small  camel's-hair  brushes    (%   inch) 10 

1  Rubber  stamp,  name  of  the  library  for  mark  of 
ownership,  and  pad 65 

2  paste  brushes,    %   inch 10 

1  bottle   library   paste    25 

1  bone  or  steel  paper-knife 25 

1  steel   eraser    50 

Carter's  Koal  black  ink,  pint  bottle 35 

Carter's  Vermilion  ink,  small  bottle 10 

Order  from  the  American  Library  Association,  Pub- 
lishing Board,  78  E.  Washington  St.,  Chicago,  Essentials  in 
library  administration,  compiled  by  Miss  L.  E.  Stearns, 
2nd  ed.,  1912,  price  $0.25. 

Mending  and  repair  of  books,  compiled  by  Margaret 
Wright  Brown.  Third  edition  revised  by  Gertrude  Stiles. 
1916,  price  $0.15. 

BOOK  MENDING  SUPPLIES 
Tools: 

Binders'  knife  or  an  ordinary  paring  knife  purchased  at 
any  hardware  store. 

Scissors,  narrow  five  or  six  inch  blade. 

Purchased  at  any  dry-goods  or  hardware  store. 

Bone  folder.     Purchased  at  any  stationers.     15  to  30c. 

Needles.     Large  size  needle  or  darning  needles. 

Thread.  For  sewing  in  loose  sections  in  loose  back 
books:  Binder's  thread,  lOc  a  skein.  Barbour's  linen 
thread  No.  30.  Purchased  at  any  dry-goods  store,  lOc  a 
spool. 

1  sponge  cup. 

1  12  inch  rule.    Purchased  at  any  stationers. 


MANUAL  FOR  INSTITUTION  LIBRARIES  37 

1  Glue  pot.  1  Alcohol  lamp.  Purchased  at  any  hardware 
store. 

Brushes:  1  long  handled  %  inch  round  brush  for 
paste.  lOc.  2  inch  soft  brushes  for  shellac.  lOc. 

Paraffin  paper.  For  putting  between  leaves  to  keep 
paste  from  sticking  them  together.  May  be  bought  from 
any  stationer  or  department  store.  5c  a  roll. 

Cheesecloth.  Cut  in  squares  12  by  12  in.  for  wiping 
fingers.  5c  a  yard. 

Press.  A  regular  letter  press  will  answer  the  purpose. 
Purchased  at  any  stationers. 

Material  used  in  mending  and  cleaning  books: 

Lawn.  For  putting  in  two  or  more  loose  leaves  in  a 
tight-back  book.  Cut  in  strips  1*4  inches  wide.  Stitch 
together  two  or  three  strips  and  keep  in  a  box  so  as  to 
have  them  handy.  At  any  dry  goods  store:  12%c  a  yard. 

Success  Binder.  Also  used  for  fastening  loosened  leaves. 
Put  up  in  rolls  five  yards  long.  Furnished  in  strips  1,1% 
and  2  inches  wide.  Gaylord  Bros.  25c  per  roll. 

Super.  A  loosely  woven  cloth,  used  in  re-casing  books. 
May  be  purchased  from  any  binder.  A  light  weight  outing 
flannel,  cheese  cloth  or  lawn  may  also  be  used  for  this 
purpose. 

Double-stitched  binder.  For  refastening  covers  on  books 
which  are  either  partially  or  entirely  broken  away  from 
the  contents.  Put  up  in  varying  widths.  Gaylord  Bros., 
30c  a  roll. 

Onion  skin.  For  mending  torn  pages.  Glazed,  17x22  in., 
ungummed,  2c  a  sheet.  Unglazed,  17x22  in.,  ungummed, 
2c  a  sheet.  Gummed,  10x16  inches,  16  strips  to  package, 
15c.  Democrat  Printing  Co.  Gaylord  Bros. 

Paper  cambric  or  book  muslin.  For  mending  joints.  Pur- 
chased at  any  dry-goods  store.  8c  to  13c  per  yard. 

Adhesive  cloth.  Also  used  for  mending  joints  and  rein- 
forcing broken  sections.  Regular  size  package  contains 
16  strips,  each  1x9  in.  Gaylord  Bros.  20c. 

Art  vellum  in  assorted  colors.  For  covering  soiled  books. 
Cut  in  1/3  yard  strips.  May  be  purchased  from  any  book- 


38  MANUAL  FOR  INSTITUTION  LIBRARIES 

binder  or  from  Democrat  Printing  Co.,  and  Gaylord 
Bros.  30c  a  yard. 

Silk  finish  adhesive  cloth.  Also  used  for  mending  and 
replacing  the  cloth  on  the  backs  of  books.  Put  up  in 
rolls  of  varying  widths  and  lengths.  3  rolls,  65c.  Gay- 
lord  Bros. 

Sheets  of  bond  paper.  For  mending  leaves,  where  part 
of  the  page  is  missing.  Purchased  at  any  stationers.  Ic  a 
sheet. 

End  sheets.  Gray  granite  paper.  20x25  in.  Democrat 
Printing  Co.  6c  a  sheet. 

Art  gum.  Used  in  cleaning  soiled  covers  and  pages. 
Purchased  at  any  stationers.  lOc. 

Pumice.  Powdered  pumice  for  cleaning  soiled  pages 
and  covers.  Any  drug  store. 

Shellac.  Best  white  shellac  for  varnishing  backs  and 
sides  of  books.  Any  drug  store.  50c  a  pint. 

Inks.  David's  white  letterine  for  lettering  books,  15c 
a  bottle.  Higgins'  American  India  ink  for  lettering  light 
covers.  25c  a  bottle.  Any  stationers. 

Paste.  Library  and  drawing  board  paste,  manufactured 
by  Chas.  M.  Higgins  &  Co.,  Brooklyn,  N.  Y.  This  paste 
has  been  found  to  be  excellent  for  mending.  It  can  be 
bought  in  large  or  small  quantities  and  keeps  well.  14  oz. 
jar,  50c. 

It  is  cheaper  to  make  paste  than  to  buy  it.  For  recipe 
for  flour  paste  see  Brown's  Mending  and  repair  of  books, 
3rd  ed.,  p.  13;  Stearns'  Essentials  in  library  administration, 
p.  89. 

Glue.  Used  only  for  backing  and  covering  books.  Do 
not  use  glue  on  books  which  are  to  be  rebound. 

Dennison's  liquid  glue,  diluted  with  vinegar.  40c  a 
small  can;  80c  a  large  can.  Purchased  at  any  stationers. 

Flexible  glue.     Gaylord  Bros.     $1.15  per  quart. 

Sticktite  flexible  glue  (white).  Queen  City  Paper  Co., 
Cincinnati,  O.  5  Ibs.,  $0.75. 

Flexible  glue  has  been  found  very  satisfactory  in  reback- 
ing  books  that  are  not  to  be  rebound. 


UNIVERSITY  OF  CALIFORNIA  LIBRARY 
BERKELEY 


Return  to  desk  from  which  borrowed. 
This  book  is  DUE  on  the  last  date  stamped  below. 


'.£OOL  LIBRARY 


DEC;  2 1  1953 


LD  21-100m-7,'52(A2528sl6)476 


GAYLORD  * 


THE  UNIVERSITY  OF  CALIFORNIA  LIBRARY 


